Wintrix Realty – Privacy Policy & Data Collection Notice

Last Updated: October 2026

Wintrix Realty is committed to protecting your privacy. This policy outlines how we collect, use, store, disclose, and destroy personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), the Property and Stock Agents Act 2002 (NSW), and the latest NSW Fair Trading Commissioner’s Guidelines. [1, 2, 3, 4]

1. Scope of This Policy

This policy governs all data collection by Wintrix Realty, including operations relating to residential and commercial sales, open house inspections, tenancy applications, digital platforms, and mandated Anti-Money Laundering and Counter-Terrorism Financing (AML/CTF) identity checks. [1, 2]

2. The Kinds of Personal Information We Collect

We only collect personal information that is reasonably necessary to provide real estate services, manage transactions, or fulfill legal obligations. This includes: [1, 2]

  • Contact & Basic Information: Names, phone numbers, email addresses, and physical addresses.

  • Open House Inquiries: Contact info captured during open homes for safety, vendor feedback, and follow-ups.

  • Tenancy Applications: Standardised data regarding a prospective tenant's identity, history of paying rent on time, and suitability to care for a property.

  • Financial & Identity Records: Information necessary to verify transaction capacity or perform state/federal compliance checks. [1, 2]

3. Strict Compliance with NSW Fair Trading Tenancy Application Limits

In accordance with the Residential Tenancies (Protection of Personal Information) Amendment rules, Wintrix Realty observes a strict four-step staged data collection model and enforces these limits: [1, 2]

  • Stage 1 (Property Viewing): Only basic contact details are collected to facilitate open home entry. [1]

  • Stage 2 (Application Lodgement): Documentation is restricted strictly to confirming identity, financial capability, and property suitability. [1]

  • Prohibited Data Collection: We do not collect unauthorized historical data (such as records of minor disputes with past landlords or unneeded personal background histories). [1]

  • Digital Media Protections: In compliance with NSW laws, we will never publish or broadcast any marketing photographs, videos, or virtual tours displaying a tenant’s identifiable personal belongings without prior written consent and providing them a free copy of the media. [1]

4. AML/CTF Identity Verification Protocol ("Sight Only" Rule)

As of 1 July 2026, real estate agents are designated entities under the AML/CTF Act. To protect consumers from identity theft and data leaks: [1]

  • We do not retain full photocopies or digital scans of Government IDs (such as passports or driver's licences) unless explicitly forced to do so by an overriding statutory command. [1]

  • Our mandatory practice is to sight the ID physically or digitally, verify the details, record the relevant textual attributes (e.g., full name, document number, expiry date), and immediately return or securely destroy the source document image. [1]

5. How We Use Your Data

Wintrix Realty collects and uses personal information strictly for:

  • Executing property sales, purchases, leasing, and strata management services.

  • Directly communicating with you regarding property updates and marketing (with clear opt-out features provided).

  • Verifying identity to prevent property fraud or underquoting.

  • Processing data required by automated rental payment infrastructures (such as mandated Centrepay setups). [1, 2, 3, 4, 5]

6. When We Disclose Your Information

We will only disclose personal information to external parties when reasonably necessary to complete our service or fulfill a legal requirement: [1, 2]

  • Transaction Parties: Property vendors, buyers, landlords, tenants, and their legal/financial representatives.

  • Operational Contractors: Trusted building inspectors, strata managers, maintenance tradespeople, and platform/CRM providers.

  • Statutory Authorities: Law enforcement or regulatory bodies, including NSW Fair Trading and NCAT, where required by law.

  • Overseas Disclosures: If data is processed via automated international infrastructure (such as standard digital cloud providers), we take practical operational security measures to ensure compliance, though international jurisdictions may enforce different regulatory regimes. We never sell your personal information to third-party data brokers. [1, 2, 3]

7. Strict Data Retention & Destruction Mandates

Wintrix Realty enforces tight, legally defined timelines for the permanent deletion or de-identification of personal information: [1]

  • Unsuccessful Rental Applicants: All personal documentation and application data must be securely destroyed within three (3) months of the tenancy commencement date.

  • Successful / Active Tenants: Personal information is securely held for the duration of the tenancy and must be entirely destroyed within three (3) years after the formal termination of the tenancy agreement. [1]

8. Your Rights: Access, Correction, and Direct Directives

You have the right to request access to any personal information Wintrix Realty holds about you and ask for its prompt correction. [1, 2]

  • 30-Day Turnaround: We are legally bound to provide, correct, or amend your personal or prospective tenancy data within 30 days of receiving your written request.

  • Inquiries & Complaints: For all data access requests, corrections, or privacy-related complaints, please email our Privacy Officer directly at edwin@wintrixrealty.com. We aim to resolve all internal disputes within 30 days.

  • Escalation: If you are unsatisfied with our response, you can lodge an escalation notice directly with the Office of the Australian Information Commissioner (OAIC) or NSW Fair Trading. [1, 2, 3]